• Propose, develop, and administer records management policies, procedures, and standards for the Records Center operations
• Work with departments to develop record retention schedules and maintain comprehensive records documenting the development and approval of the schedules
• Provide records storage and retrieval services for inactive records at the County Records Center
  Maintain a file of agency authorized signature lists for various program activities
  

The following responsibilities are assigned to the individual agency heads.

• Appoint one or more Records Coordinators to serve as a liaison between the agency and the Records Management Program
• Ensure that agency records are managed with due regard for security, integrity, economy, and efficiency
• Ensure that records are routinely destroyed pursuant to approved Records Control Schedules and that the destruction is fully documented.
• Ensure the protection of the agency’s “vital records”
  

AGENCY RECORDS COORDINATOR RESPONSIBILITIES

One of the primary objectives of a Records Management Program is the development of Records Control Schedules. These schedules—sometimes called records retention schedules—establish official policies for the retention and disposition of County documents. Each schedule contains a listing of the categories of records maintained by one department or office, the number of years that the records are to remain in the office area and (if applicable) at the Records Center, and the conditions under which the records can be destroyed.

The County Records Management Program coordinates the development of Records Control Schedules, submits them to the Board of Supervisors for approval, and maintains a complete file of all schedules and supporting documentation.

Although we encourage each agency to develop their own schedule for the files that are unique to their agency, we have also established a single schedule that can be used by all County offices for those records that are commonly found in throughout the County. This includes accounting, purchasing, reference, and correspondence files. The schedule is numbered “16B” (click here for a copy of this schedule).